The Naik School keeps records about every child on its roll, their parents or guardians, and its own staff. We need those records to run the school, to teach and look after the children, and to make the returns the education authorities require of us.
This page sets out, in plain words, exactly what we hold and what we do with it. It applies to our website, to the Parent Portal, and to the school's own office records.
What we record
About a student
- Who the child is — name, date of birth, gender, blood group, address, class and section, admission number and date of admission.
- Identifiers required for school records and government returns — Aadhaar number, APAAR ID, EMIS and PEN numbers, and the student's own UID where one is issued.
- A photograph, used on school records and to identify the child.
- Attendance, recorded by the class teacher day by day.
- Exam marks and report cards.
- Fees — what was charged, what was paid, and the receipts.
- Health notes the parent gives the school, and any medical record the school is asked to keep.
- Documents uploaded with the application or admission — certificates, previous school records and similar.
- Transport and hostel arrangements, where the child uses them.
- Leaving details — a transfer certificate, the date of leaving and the reason, if the child leaves.
About a parent or guardian
- Name, relationship to the child, address, mobile number and e-mail address.
- Occupation and income where these are asked for on the admission form, which is where a scholarship or concession depends on them.
- Bank account details only where the school has to pay a scholarship or a refund.
- Parent Portal sign-in details. Passwords are stored scrambled and cannot be read by anyone at the school, including us.
About staff
- Employment records, qualifications, salary and statutory deductions, leave, and attendance.
- Where the school uses a fingerprint attendance machine, staff attendance is taken from it. Students are not fingerprinted; their attendance is marked by the class teacher.
Why we hold it
- To admit, teach and look after the children, and to keep the register.
- To tell parents what is happening — attendance, results, fees, circulars and notices.
- To collect fees and issue receipts.
- To make the returns that the Education Department and other authorities require, which is why identifiers such as Aadhaar, APAAR, EMIS and PEN are collected.
- To keep the children safe, and to reach a parent quickly in an emergency.
- To employ and pay our staff.
We do not sell anyone's information, and we do not pass it to anybody for advertising.
Messages sent to your phone
The school sends notices, circulars, newsletters and Parent Portal sign-in details to the mobile number recorded against your child — by WhatsApp, and sometimes by e-mail.
This is worth being clear about: when the school sends you a WhatsApp message, your mobile number and the contents of that message pass through WhatsApp, which is run by Meta and has its own privacy terms that the school does not control. We send only what the message needs — your child's name, the notice and any file attached to it.
If you would rather not be contacted this way, tell the office and we will note it on your child's record and reach you another way.
Who can see it
- School staff, and only the parts their work requires. A class teacher sees that class; the office sees admissions and fees; payroll is open only to those who run it.
- You, through the Parent Portal — your own child's attendance, results, fees, homework and notices, and nobody else's.
- The education authorities, where the law or a departmental return requires it.
- The company that supplies and supports the school's software, when the school asks them to fix a fault. They work on the school's instructions and may not use the information for anything else.
Nobody else is given access without the parent's consent, unless the school is obliged by law to provide it.
How long we keep it
While a child is on the roll, the school holds the records described above. After a child leaves, the school keeps what it is required to keep — the admission register, the transfer certificate and the examination record — because a former student may need a copy of them years later, and because the authorities require them to be retained.
Records the school no longer needs and is not obliged to keep are removed.
What you can ask us to do
- See what we hold about your child, and ask for a copy of it.
- Correct anything that is wrong — a misspelt name, an old address, a wrong date of birth. Please tell us as soon as you notice; a wrong identifier on a government return is difficult to unpick later.
- Ask us not to use your child's photograph in anything the school publishes.
- Ask us to stop sending WhatsApp messages to your number.
- Ask a question or make a complaint about how the school handles your information.
Write to the school office, or speak to us at the address below. We will not charge you for any of this.
How it is kept safe
- Everyone who uses the school's system signs in with their own account, and sees only the pages their role allows.
- Parents see their own child only.
- Passwords are stored scrambled; nobody at the school can read yours.
- Documents and photographs are served only to someone who has signed in and is entitled to them.
- Changes to important records are recorded, so the school can see what was changed and by whom.
No system is perfect. If anything does go wrong with information about your child, the school will tell you and tell the authorities where it is required to.
Talk to us
For anything on this page — to see a record, to correct one, or to complain — contact the school office:
Changes to this page
If the school changes what it records or how it uses it, this page is updated. The date below is when it last changed.
Last updated: 24 October 2026